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The bookalso includes information on working with external data connections and a chapter on SharePoint and Excel Services to reflect the growing need for organizations to tribute inform

Excel 2007 Beyond the Manual - Apress

2007

Excel 2007Helen Dixon

Excel 2007: Beyond the Manual

Copyright © 2007 by Helen Dixon

All rights reserved No part of this work may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage

or retrieval system, without the prior written permission of the copyright owner and the publisher ISBN-13 (pbk): 978-1-59059-798-9

ISBN-10 (pbk): 1-59059-798-2

Printed and bound in the United States of America 9 8 7 6 5 4 3 2 1

Trademarked names may appear in this book Rather than use a trademark symbol with every occurrence of a trademarked name, we use the names only in an editorial fashion and to the benefit

of the trademark owner, with no intention of infringement of the trademark.

Lead Editor: Jonathan Hassell

Technical Reviewer: Judith Myerson

Editorial Board: Steve Anglin, Ewan Buckingham, Gary Cornell, Jason Gilmore, Jonathan Gennick, Jonathan Hassell, James Huddleston, Chris Mills, Matthew Moodie, Jeff Pepper, Paul Sarknas, Dominic Shakeshaft, Jim Sumser, Matt Wade

Project Manager: Richard Dal Porto

Copy Edit Manager: Nicole Flores

Copy Editor: Liz Welch

Assistant Production Director: Kari Brooks-Copony

Production Editor: Laura Esterman

Compositor: Dina Quan

Proofreaders: Elizabeth Berry and Lori Bring

Indexer: Valerie Perry

Artist: April Milne

Cover Designer: Kurt Krames

Manufacturing Director: Tom Debolski

Distributed to the book trade worldwide by Springer-Verlag New York, Inc., 233 Spring Street, 6th Floor, New York, NY 10013 Phone 1-800-SPRINGER, fax 201-348-4505, e-mail

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For information on translations, please contact Apress directly at 2560 Ninth Street, Suite 219, Berkeley, CA 94710 Phone 510-549-5930, fax 510-549-5939, e-mail info@apress.com , or visit http://www.apress.com

The information in this book is distributed on an “as is” basis, without warranty Although every precaution has been taken in the preparation of this work, neither the author(s) nor Apress shall have any liability to any person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly by the information contained in this work

The source code for this book is available to readers at http://www.apress.com in the Source Code/ Download section

In memory of my father, Brian McGarry

Contents at a Glance

vii

About the Author xix

About the Technical Reviewer xxi

Acknowledgments xxiii

Introduction xxv

CHAPTER 1 What’s New in Excel 2007? 1

CHAPTER 2 Customizing Excel 25

CHAPTER 3 Excel Essentials 39

CHAPTER 4 Styles and Formatting 59

CHAPTER 5 Sorting and Filtering 89

CHAPTER 6 Analyzing Data Using Subtotals, Consolidations, and Tables 105

CHAPTER 7 Creating PivotTables and PivotCharts 131

CHAPTER 8 Editing PivotTables and PivotCharts 153

CHAPTER 9 What-If Analysis 171

CHAPTER 10 Formulas and Functions 187

CHAPTER 11 Charts 231

CHAPTER 12 Adding Graphics to a Worksheet 251

CHAPTER 13 Preventing and Correcting Errors 277

CHAPTER 14 Protection and Security 299

CHAPTER 15 Getting Data from External Sources 325

CHAPTER 16 Sharing, Reviewing, and Distributing Data 341

CHAPTER 17 SharePoint and Excel Services 363

APPENDIX A Location of Popular Excel 2003 Commands in Excel 2007 379

APPENDIX B Selecting Data in a PivotTable Report 385

Index 387

About the Author xix

About the Technical Reviewer xxi

Acknowledgments xxiii

Introduction xxv

CHAPTER 1 What’s New in Excel 2007? 1

From Excel to XXL 1

Excel Gets a Makeover 4

The Ribbon 5

The Microsoft Office Button 6

The Quick Access Toolbar 7

Access Keys 9

Enhanced ScreenTips 11

Page Layout View 12

Better-Looking Documents 12

Themes and Styles 12

More Templates 13

SmartArt 14

Easier Analysis 15

Rich Conditional Formatting 16

Excel Tables 17

PivotTables and PivotCharts 17

Sorting and Filtering 18

Changes to Charts 18

Simplified Formula Writing 19

More Functions 20

Contents

ix

Finishing Touches 21

External Connections 21

New File Formats 22

New Ways to Share Data 23

CHAPTER 2 Customizing Excel 25

Excel Options 26

Customizing the Quick Access Toolbar 28

Customizing the Status Bar 31

Custom Views 32

Customizing Your Excel Windows 34

Freezing Panes 34

Splitting Panes 35

Working with Multiple Windows 36

Comparing Windows Side by Side 38

CHAPTER 3 Excel Essentials 39

Entering and Editing Data 40

Custom Lists 42

Creating a Series 44

Working with Paste 45

Paste Special 46

Paste Options 48

Defining Names 50

Defining a Name 51

Managing Names 53

Creating a Name from a Selection 53

Creating a Dynamic Range 54

Working with Multiple Worksheets 54

Inserting Worksheets 55

Renaming Worksheets 55

Deleting Worksheets 56

Moving and Copying Worksheets 56

Entering and Formatting Data in Multiple Worksheets Simultaneously 57 CONTENTS

x

CHAPTER 4

Styles and Formatting 59

Document Themes 60

Applying a Document Theme 60

Customizing a Document Theme 61

Cell Styles 63

Applying a Cell Style 64

Modifying a Cell Style 64

Creating a Custom Cell Style 65

Table Styles 66

Applying a Table Style 66

Changing or Removing a Table Style 68

Creating a Custom Table Style 68

Manually Formatting Worksheets 69

Formatting Numbers 70

Custom Number and Date Formats 73

Creating Custom Number Formats 74

Creating Custom Date and Time Formats 78

Deleting a Custom Number or Date Format 79

Conditional Formatting 80

Highlight Cells Rules 80

Top/Bottom Rules 82

Data Bars 83

Color Scales and Icon Sets 83

Creating Custom Rules 84

Removing Conditional Formats 85

Managing Conditional Formatting Rules 86

CHAPTER 5 Sorting and Filtering 89

Sorting Data 89

Filtering Data 91

Using Filter 92

Advanced Filtering 98

CONTENTS xi

CHAPTER 6

Analyzing Data Using Subtotals, Consolidations, and Tables 105

Inserting Subtotals and Outlining Data 106

Calculating Subtotals 106

Removing Subtotals 108

Outlining Data 109

Consolidating Data 114

Consolidating by Formula 115

Editing a Data Consolidation 116

Excel Tables 116

Creating a Table 117

Adding and Removing Table Rows and Columns 120

Using Calculated Columns in a Table 124

Using Structured References in a Table 126

Removing an Excel Table 130

CHAPTER 7 Creating PivotTables and PivotCharts 131

Pivoting 131

What Are PivotTables? 134

What Type of Data Can Be Summarized in PivotTables? 134

Creating a PivotTable Report 135

Adding and Removing Fields 138

Switching Between Automatic and Manual Updating 138

Selecting Data in a PivotTable 139

Grouping and Ungrouping Fields 140

Expanding and Collapsing Fields 141

Formatting a PivotTable 141

PivotTable Styles 142

Creating a Custom PivotTable Style 142

Changing the Layout and Cell Display 144

Adding and Removing Subtotals and Grand Totals 146

Creating a PivotChart Report 147 CONTENTS

xii

CHAPTER 8

Editing PivotTables and PivotCharts 153

Sorting a PivotTable or PivotChart Field 153

Filtering Data in a PivotTable or PivotChart 157

Using the Report Filter Area 159

Changing Field Settings 161

Refreshing a PivotTable Report or PivotChart Report 162

Changing the Data Source for a PivotTable 163

Changing the Location of a PivotTable or PivotChart 164

Creating Formulas Using Calculated Fields or Calculated Items 164

Inserting a Calculated Field 165

Inserting a Calculated Item 166

PivotTable Options 168

Deleting a PivotTable or a PivotChart Report 169

CHAPTER 9 What-If Analysis 171

Data Tables 172

Creating a One-Variable Data Table 172

Creating a Two-Variable Data Table 174

Scenarios 176

Displaying a Scenario and Creating a Summary Report 178

Editing and Deleting a Scenario 179

Merging Scenarios 180

Goal Seek 180

Solver 182

CHAPTER 10 Formulas and Functions 187

Constructing Formulas 188

Error Values in Formulas 191

Formula AutoComplete 192

Using Relative and Absolute Referencing 193

Formulas and Defined Names 195

Referring to Cells in Other Worksheets and Workbooks 195

Array Formulas 197

Controlling When Formulas Are Calculated 199

CONTENTS xiii

Using Functions 200

Financial Functions 201

Logical Functions 206

Text Functions 209

Date and Time Functions 212

Lookup and Reference Functions 216

Math and Trigonometry Functions 219

Statistical Functions 223

Information Functions 227

Database Functions 228

CHAPTER 11 Charts 231

Creating Charts 231

Chart Types in Excel 232

Creating a Chart from Data in a Worksheet 236

Charting Data from a Different Worksheet 237

Editing Charts 238

Changing the Location of a Chart 238

Changing the Type of a Chart or Data Series 239

Changing the Data Source for a Chart 239

Adding a Secondary Axis 242

Analysis Features for Charts 243

Formatting Charts 246

Selecting a Chart Layout and Style 246

Manually Changing a Chart’s Layout 247

Manually Changing a Chart Element’s Style 248

Saving a Chart As a Template 249

Deleting a Chart or a Chart Element 250

CHAPTER 12 Adding Graphics to a Worksheet 251

Inserting Pictures and Clip Art 251

Inserting a Picture from a File 252

Inserting Clip Art 252

Formatting Pictures 254

Adjusting Pictures 255

Changing the Style of Pictures 257 CONTENTS

xiv

Inserting Shapes 257

Formatting Shapes 260

Changing the Style of Shapes 260

Displaying Text or Cell Contents in Shapes 261

Resizing Pictures and Shapes 262

Cropping Pictures 264

Rotating or Flipping Pictures or Shapes 265

Filling a Shape or Chart Element with a Picture 265

Creating and Editing SmartArt 266

Changing the Structure and Layout of SmartArt 268

Displaying Cell Contents in SmartArt 269

Formatting SmartArt 270

Resizing SmartArt 270

Changing the Style of SmartArt 271

Using WordArt 271

Changing the Stacking Order of Objects 273

Aligning and Distributing Objects 275

CHAPTER 13 Preventing and Correcting Errors 277

Data Validation 278

Allowing Numbers in a Range 278

Allowing Values from a List 279

Allowing Dates or Times in a Range 281

Allowing Text of a Particular Length 282

Creating Custom Validation Criteria 283

Displaying an Input Message and an Error Alert 283

Changing or Removing Data Validation 286

Removing Duplicate Values 286

Formula Auditing 286

Identifying Errors in Formulas 287

Error Checking 289

Dealing with Circular References 291

Viewing and Hiding Formulas 292

Viewing the Relationships Between Cells 293

Evaluating Formulas 295

Watching Formulas 296

CONTENTS xv

CHAPTER 14

Protection and Security 299

Protecting Worksheets and Workbooks 300

Protecting the Contents of a Workbook 300

Protecting the Contents of a Worksheet 302

Protecting the Structure of a Workbook 308

Protecting a Shared Workbook 309

Digital Signatures 310

Using a Signature Line 311

Viewing a Digital Signature 313

The Trust Center 314

Adding, Viewing, and Removing Trusted Publishers 315

Adding, Changing, and Removing Trusted Locations 316

Managing Application Add-ins 318

Changing Settings for ActiveX Controls 319

Changing Settings for Macros 320

Turning the Message Bar On and Off 321

Changing Settings for External Content 321

Changing Privacy Options 322

CHAPTER 15 Getting Data from External Sources 325

Connecting to External Data Sources 325

Importing Data from an Existing Connection 326

Importing Data from a Microsoft Access Database 328

Importing Data from the Web 332

Importing a Text File 333

Importing Data from Other Sources 336

Managing Data Connections 337

Refreshing External Data 337

Editing Workbook Connections 339

Changing the Format and Layout of an External Data Range 340 CONTENTS

xvi

CHAPTER 16

Sharing, Reviewing, and Distributing Data 341

Sharing and Reviewing Workbooks 342

Creating a Shared Workbook 342

Editing a Shared Workbook 344

Tracking Changes 345

Using Comments 347

Adding a Comment to a Cell 348

Viewing Comments 348

Printing Comments 349

Editing and Deleting Comments 349

Preparing a Worksheet for Printing 350

Using Headers and Footers 351

Changing the Layout for Printing 352

Using Print Preview 355

Preparing a Document for Distribution 356

Changing the Document Properties 357

Inspecting a Document 357

Protecting and Finalizing a Document 359

Compatibility Issues and Saving in Other Formats 361

CHAPTER 17 SharePoint and Excel Services 363

Microsoft Office SharePoint Server 2007 364

Excel Services 365

Excel Services Architecture 366

Publishing a Workbook to a Server 367

Displaying an Excel Workbook in Excel Services 371

Supported and Unsupported Features in Excel Services 374

Interacting with Spreadsheets Generated by Excel Services 376

Editing a Workbook Published in Excel Services 376

Removing a Workbook Published to Excel Services 377

CONTENTS xvii

HELEN DIXONhas been working as an IT trainer for almost tenyears, specializing in Microsoft Excel She currently works forQueen’s University in Belfast, training staff and students in IT andproviding a consultancy service for staff Her qualificationsinclude a Bachelor’s (with Honors) in Business Studies and aMaster’s in Computing and Information Systems and various ITqualifications, including MOS Excel 2002 Expert and ECDLAdvanced Spreadsheets She is currently studying for a PhD in Electronic Commerce

at the University of Ulster

About the Author

xix

JUDITH M MYERSONis a systems architect and engineer Her areas of interest includemiddleware technologies, enterprise-wide systems, database technologies, applicationdevelopment, web development, web services, object-oriented engineering, softwareengineering, network management, servers, security management, information assur-ance, standards, RFID technologies, and project management Judith holds a Master

of Science degree in engineering, as well as several certificates, and is a member of theIEEE organization She has reviewed/edited a number of Apress books, including

Hardening Linux, Creating Client Extranets with SharePoint 2003, and Microsoft SharePoint: Building Office 2003 Solutions

About the Technical

Reviewer

xxi

Iwould like to thank everyone who has been involved in the production of this

book, especially Jonathan Hassell, Jim Sumser, Richard Dal Porto, Liz Welch,Laura Esterman, and Judith Myerson for all their input Hugs and thanks to my hus-band, DJ, and children, Ella and Daniel, for their patience and love, and also to mymother, Isobel McGarry, and all my family (not forgetting the in-laws) for their con-tinued support Thanks also to my colleagues Martin Reid, Maureen McKee, andPaddy Brannigan at Queen’s University, Belfast Finally, a special thank-you goes tothe excellent Helen Glackin, Lorna McGivern, and Margaret Kane for always beingavailable for coffee and a chat when I need some time out

Acknowledgments

xxiii

The latest version of Microsoft Office brings with it some of the most notable

enhancements to this popular suite of applications in years Excel 2007:

Beyond the Manual will help you to quickly adjust to the reconstructed interface of

Microsoft Excel, directing you to the features that you have become accustomed to inprevious versions of the software, as well as introducing you to more advanced com-ponents that you may not have tried yet and the new tools available with this release.Advanced techniques like consolidation, what-if analysis, PivotTable and PivotChartreports, and data validation are concisely described in straightforward steps, allowingyou to quickly become confident with some of Excel’s most powerful tools The bookalso includes information on working with external data connections and a chapter

on SharePoint and Excel Services to reflect the growing need for organizations to tribute information or provide access to spreadsheet models while maintainingcontrol Throughout the book I have included screenshots and examples to illustratethese features in operation along with timesaving shortcuts and tips to help you toincrease your efficiency at producing professional-looking spreadsheets

dis-Who This Book Is For

This book is aimed at spreadsheet users who already have some familiarity with vious versions of Microsoft Excel and who want an overview of the modificationsand new features being introduced with Microsoft Office 2007 The book is alsointended to be a practical guide to anyone wishing to update their Excel skills andprogress to the more advanced features of this essential spreadsheet application

pre-How This Book Is Structured

Excel 2007: Beyond the Manual can be used as a roadmap to becoming a power user

in Excel or as handy reference to be called upon when required Here is an outline ofeach chapter:

Introduction

xxv

• Chapter 1, “What’s New in Excel 2007?”: The opening chapter of the bookprovides you with an overview of the modifications and enhancements you canexpect to find in the latest version of Excel The most notable difference whenupgrading to Excel 2007 is the revamped interface, and this chapter will help toease your transition from the traditional menus and toolbars to the new Ribbon.Advice is provided on how to work your way around the enlarged grid andwhere to find the tools and commands that you have become accustomed to

in previous versions

• Chapter 2, “Customizing Excel”: You can save yourself a lot of time bycustomizing features of Excel to match any personal preferences or require-ments In this chapter, you will learn how to customize the Quick Access toolbarand Status bar and store custom views Useful techniques like freezing andsplitting panes and organizing multiple windows are also covered

• Chapter 3, “Excel Essentials”: This chapter covers some of the basic yetfundamental features of Excel that every user should be aware of Data entrytechniques like AutoFill and Custom Lists are covered here, along with thedifferent ways you can paste data You will also have an opportunity to becomefamiliar with the new Name Manager for working with defined names Finally,techniques for working with multiple worksheets are discussed, including how

to enter and format data simultaneously on different worksheets

• Chapter 4, “Styles and Formatting”: This chapter looks at the different waysyou can format the data on a worksheet, starting with the new documentthemes and cell and table styles The formatting of numerical data is equallyimportant, and the chapter includes comprehensive instructions on how to usethe built-in number formats and create your own custom formats You will alsolearn about the advances made to conditional formatting with the introduction

of the new color scales, data bars, and icon sets

• Chapter 5, “Sorting and Filtering”: The increased functionality of the sort andfilter features is discussed in this chapter You will learn how to sort and filter

by cell color or icon and discover how much easier it is to sort and filter bymultiple items The new easy-to-use date, text, and number filters are introduced,and for those who prefer something more complex, advanced filtering is alsoincluded

• Chapter 6, “Analyzing Data Using Subtotals, Consolidations, and Tables”:There are various tools in Excel that can help you organize, structure, andsummarize your data This chapter covers the ways you can group and outlinedata and insert subtotals It also explains how you can summarize data acrossdifferent worksheets by consolidating by position, category, or formula Thesection on tables will bring you up to speed with the advances made to thefeature previously known as Excel Lists, allowing you to effectively work withdata in tabular form

• Chapter 7, “Creating PivotTables and PivotCharts”: As the title suggests, thischapter discusses how you can summarize and analyze data using a PivotTable

or PivotChart report Excel 2007 has made these versatile tools much more friendly, so if you haven’t tried them before, now’s your chance

user-INTRODUCTION

xxvi

• Chapter 8, “Editing PivotTables and PivotCharts”: Following on from Chapter 7,this chapter will show you how to manipulate PivotTables and PivotCharts tosummarize your data exactly how you want it Topics covered include sortingand filtering data in PivotTables and PivotCharts, changing field settings,creating calculated fields and calculated items, and using PivotTable options.

• Chapter 9, “What-If Analysis”: Excel has a number of tools that can be used toanswer what-if questions, including data tables, scenarios, Goal Seek, andSolver This chapter shows you how you can make use of these tools to helpyou explore possible outcomes and make informed decisions

• Chapter 10, “Formulas and Functions”: This chapter outlines the fundamentals

of constructing formulas in Excel 2007, including the new Formula AutoCompletefeature It also examines some of the more commonly used functions in Exceland includes examples of financial, text, statistical, math and trigonometry,lookup and reference, and database functions

• Chapter 11, “Charts”: Excel’s ability to graphically represent data using agamut of chart types is a key feature of the application This chapter takes youthrough the different stages of producing a chart, from choosing the appropriatetype to editing and formatting the chart and adding analysis features

• Chapter 12, “Adding Graphics to a Worksheet”: Microsoft Office 2007introduces a new family of graphics for producing diagrams and lists known asSmartArt Its use within Excel, along with the familiar graphics like AutoShapes,clip art, and WordArt, are the topic of this chapter

• Chapter 13, “Preventing and Correcting Errors”: This chapter looks at how youcan use data validation to prevent errors by controlling what can be entered in acell It also discusses the different types of errors that can occur in formulas andhow you can use formula auditing to check and correct formulas

• Chapter 14, “Protection and Security”: The different ways that you can protectworksheets and workbooks are discussed in this chapter Adding digital

signatures and changing security settings in the new Trust Center are alsocovered here

• Chapter 15, “Getting Data from External Sources”: Excel data can come fromvarious sources, including Microsoft Access, text files, or web pages Thischapter examines how you can import data from other sources and manageexternal data connections, allowing you access to data that is always up-to-date

• Chapter 16, “Sharing, Reviewing and Distributing Data”: As workbooks areoften the work of more than one user, this chapter examines how you can share

a workbook, add comments for other users, and track the changes that havebeen made It will also look at how you can prepare a document for printing orfor distribution to others

• Chapter 17, “SharePoint and Excel Services”: No book on Excel 2007 would becomplete without mentioning Excel Services, the new technology that enablesthe distribution of workbooks via a browser using Microsoft Office SharePointServer 2007 The final chapter provides you with an introduction to ExcelServices and explores how it can be used to facilitate managed, secure access

to organizational data

INTRODUCTION xxvii

Microsoft Office 2007 heralds the most significant changes to the Office suite

for years The user interface across the main applications has been given anew image aimed at improving usability as well as modernizing the overall look ofthe software The regenerated appearance penetrates down to the documents with theintroduction of new Office styles and themes and a new family of SmartArt graphicsintended to give your creations an increased depth of professionalism But theimprovements are not simply aesthetic Behind the contemporary façade lie someimportant enhancements that will allow you to experience more flexibility and func-tionality than ever before with Excel from the new XML file formats to improvedanalysis tools, although some critics may feel that many potential improvements havebeen omitted in this release

This chapter will provide you with an overview of the most consequential fications to Excel and will help you to settle into the new surroundings First I willlook at how Excel has been expanded both in size and in data-handling capability Iwill then discuss its new image for 2007 and the features available that will allow you

modi-to produce an attractive and consistent look for your documents Following a quickoutline of the increased functionality of Excel’s analysis tools, I will identify the fileformats that can be used when saving work as well as the new ways you can shareyour worksheets with others and how Excel 2007 facilitates the management ofexternal connections By the time you have finished this chapter, you will know that

we are not in Excel 2003 anymore!

From Excel to XXL

Microsoft has certainly pushed the limits with Excel 2007, making this version capable

of handling more data more quickly than ever before Excel users who need to storelarge amounts of data will be pleased to see that they can now enter over 16,000

columns and 1 million rows into a worksheet—a total of over 17 billion cells! Tosome this may seem cumbersome and unnecessary, but for those who analyze thou-sands of items or record data at small intervals this will be a welcome expansion Forexample, if you are using Excel to keep a record of readings taken every minute, thiswill now allow almost two years of data to be stored in rows, or just over 11 days ifstored by columns If you record daily data in columns, your worksheet can now spanalmost 45 years!

NOTE The last column is now XFD, which means that Excel 2007 may notaccept some of the named ranges in workbooks created in previous versions.For example, names like DAY21 or TAX2007 can no longer be used, as thesewill now be cell references

The size of the grid is not the only feature that has been augmented in Excel

2007 Excel can now support up to 4.3 billion colors (32-bit) and unlimited formattypes, and the number of cell references per cell is limited only by available memory.Excel 2007 also supports dual processors and multithreaded chipsets, and the amount

of PC memory that it can use is limited only by the maximum allowed by Windows,thereby improving its overall performance Table 1-1 lists some of the increases tolimits that have been incorporated in Excel 2007

Table 1-1.Excel 2007 Limits

Windows Unique colors in a workbook 56 (indexed color) 4.3 billion (32-bit color)

Conditional formats in a cell 3 Limited by available

memory Levels of sorting in a table or range 3 64 Items in AutoFilter dropdown list 1,000 10,000 Characters that can be displayed in a cell 1,024 (255 when 32,768

formatted as text) Characters that can be printed in a cell 1,024 32,768

CHAPTER 1 WHAT’S NEW IN EXCEL 2007?

2

Item Excel 2003 Limit Excel 2007 Limit

Items that can be found with Find All ~65,000 ~1 million

If you don’t already use shortcut keys for navigating around your worksheet, youmay find that now is a good time to start getting the hang of them Table 1-2 listssome key combinations that could save you a lot of time scrolling around the super-sized grid

Table 1-2 Shortcut Keys for Navigating in Excel

Last used cell in a worksheet (even if it is currently blank) Ctrl+End First row of the data (provided there are no blank cells) Ctrl+Up arrow Last row of the data (provided there are no blank cells) Ctrl+Down arrow First column of the data (provided there are no blank cells) Ctrl+Left arrow Last column of the data (provided there are no blank cells) Ctrl+Right arrow

TIP Using the Shift key along with the key combinations in Table 1-2 willselect the range of cells; e.g., pressing Ctrl+Shift+Home will select all the cellsfrom cell A1 to the active cell To select the current region (i.e., the contiguousrange of cells surrounding the active cell that contain data), press Ctrl+* (usethe * in the numeric keypad or Ctrl+Shift+* on a laptop)

Table 1-3 contains some more tips for quickly selecting, inserting, deleting, hiding,and unhiding rows and columns

CHAPTER 1 WHAT’S NEW IN EXCEL 2007? 3

Table 1-3.Shortcut Keys for Selecting, Inserting, Deleting, Hiding, and Unhiding

in Excel

Select the column or columns for the active cell or cells Ctrl+Spacebar Select the row or rows for the active cell or cells Shift+Spacebar Insert a row in a table or a cell, row, or column in a range Ctrl++ (plus sign) Insert a column in a table or range Ctrl+Spacebar, then Ctrl++ Delete a row in a table or a cell, row, or column in a range Ctrl+- (hyphen)

Delete a column in a table or range Ctrl+Spacebar, then Hide the column or columns for the active cell or cells Ctrl+0

Ctrl+-Unhide the column or columns between the selected cells Ctrl+Shift+0 Hide the row or rows for the active cell or cells Ctrl+9 Unhide the row or rows between the selected cells Ctrl+Shift+9

You can also use the Name box to quickly go to a cell, select a range, or copy aformula or text to a large number of cells To go to a cell, you simply type the cell ref-erence in the Name box and press Enter; to select the range starting from the activecell to the cell reference you have typed in the Name box, press Shift+Enter The sameprocess can be used to paste copied data into a range: copy the data to be pasted,select the first cell in the range, type the cell reference of the last cell in the range in theName box, press Shift+Enter to select the range, and then press Enter again to pastethe data

TIP To copy a cell down the length of a column (as far as there is data in anadjacent column), select the cell and move the mouse pointer over thebottom-right corner of the cell; when the pointer changes to the Fill Handle(black cross), double-click

Excel Gets a Makeover

Even veteran users of Excel will probably find that they have lost their bearings whenthey look at Excel 2007 for the first time The traditional menu bar and Standard andFormatting toolbars have now been rendered obsolete, replaced by what is referred to

as the Ribbon, a display of larger icons that spans the top of the window where themenu bar and toolbars used to be The big difference with the Ribbon is that it is

CHAPTER 1 WHAT’S NEW IN EXCEL 2007?

4

contextual and updates in accordance with the tasks that you are currently carryingout The Ribbon also features in the new versions of Microsoft Word, Access, andPowerPoint.

However, the Ribbon is not the only method of accessing commands in the newversion of Microsoft Office The Quick Access toolbar, Microsoft Office Button, andaccess keys are all new features intended to improve usability Excel also now benefitsfrom the addition of a Page Layout view, allowing you to see how the printed work-sheet will appear as you edit your data

differ-Figure 1-1 On the Ribbon, each tab contains groups of related commands for the differentactivity areas

The Ribbon is made up of a variety of content, including dialog boxes, galleries,and many of the familiar toolbar buttons The contents of the Ribbon will vary foreach Office application, but across applications it is composed of similar components:

• Tabs, placed along the top of the ribbon, which identify different activity areas.

The standard tabs are Home, Insert, Page Layout, Formulas, Data, Review, andView, but additional tabs may become available for specific tasks For example,

if you have any active application add-ins, the Add-Ins tab will also be displayed.The default tab is the Home tab; to select a different tab, click on it with yourmouse

• Groups within each tab; for example, on the Home tab the groups include

Clipboard, Font, and Alignment These are sets of related commands used tocarry out the various tasks

• Commands can take the form of boxes, menus, or buttons and are arranged

together within groups

CHAPTER 1 WHAT’S NEW IN EXCEL 2007? 5

As well as the standard tabs, there are two other types of tabs that may appear on

the Ribbon when they are relevant to the current task Contextual tabs will appear

when you work with a particular object like SmartArt, a chart, or table For example,

additional Design, Layout, and Format tabs will appear under a Chart Tools label

when a chart is selected These contextual tabs house further commands appropriatefor working with charts When the object is deselected, the contextual tabs will be

hidden again Program tabs replace the standard tabs when you are using certain

authoring modes or views For example, when you switch to Print Preview by ing it from the Print command in the Microsoft Office Button, the standard tabs arereplaced by a Print Preview tab There is also a Developer tab, which you can opt todisplay by selecting the appropriate checkbox in the Personalize section of ExcelOptions (see the following section on the Microsoft Office Button) This containscommands for carrying out tasks like recording macros and features related to XML(see information on new file formats in the “Finishing Touches” section later in thischapter)

select-In some groups on the Ribbon (for example, Clipboard, Font, Alignment, andNumber in Figure 1-1), you will see a small icon at the bottom-right corner of thegroup; this icon is known as a Dialog Box Launcher As the name suggests, clickingthis icon will open the relevant dialog box or task pane for that group of commands,allowing you to select further options

TIP To collapse the Ribbon and reveal more of the grid, double-click on any

of the tabs The tabs will still be visible and you can view the Ribbon porarily by clicking a tab, enabling you to still select commands To restore theRibbon again, double-click any tab

tem-The Microsoft Office Button

The Microsoft Office button is a feature that you will now discover in Word, Point, and Access as well as Excel It is a circular button positioned at the top-leftcorner of the screen and is used to access many of the common functions that werepreviously available from the File menu or the Standard toolbar, like Open, Save,Close, and Print (see Figure 1-2) Two new features that are listed are Prepare andPublish

Power-Prepare provides quick access to tools that may be required to check and securefinished documents, including checking a workbook for hidden metadata or for fea-tures that are not supported by earlier versions of Excel You can also set documentproperties and permissions, make a document read-only, and add a digital signaturewithin the Prepare option

When you have finalized the settings for the finished documents, you can then usethe Publish command to distribute it to other people You can distribute a document

in various ways, including through Excel Services (a web-based data exploration andreporting system for Excel workbooks), by using a document management server, or

by creating a document workspace using SharePoint (see the information on newways to share data in the “Finishing Touches” section and in Chapters 16 and 17)

CHAPTER 1 WHAT’S NEW IN EXCEL 2007?

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Figure 1-2 The contents of the Microsoft Office Button

in Excel 2007 The Prepare option allows you to carry out

a variety of tasks to check and secure finished documents

Also in the Microsoft Office Button you will find Excel Options (see Figure 1-2),which allows you to customize many of the features within Excel (see Chapter 2 formore on this) Here you will find most of the commands that were traditionallylocated within the Options command of the Tools menu

The Quick Access Toolbar

As the commands available on the Ribbon will update as you perform different tasks,Excel provides a toolbar where you can store frequently used commands regardless ofthe Ribbon tab being displayed The Quick Access toolbar (see Figure 1-3) appearsabove the Ribbon and by default contains the Save, Undo, and Redo icons (the Undoand Redo icons will be grayed out when they are not available) You can customizethe Quick Access toolbar to display commands of your choice so that your favoritecommands are permanently on view (see Chapter 2)

CHAPTER 1 WHAT’S NEW IN EXCEL 2007? 7

Figure 1-3 You can use the Quick Access toolbar to store frequently used commands

so that they are always readily available

Table 1-4 provides you with a quick reference guide to the new locations in Excel

2007 of some of the most popular commands from Excel 2003 Appendix A providesthe location of most of the other commands

Table 1-4.New Locations for Popular Commands

New, Open, Print File menu Microsoft Office Button

Standard toolbar Close, Exit, Save As File menu Microsoft Office Button

Standard toolbar Quick Access toolbar

Options group (Dialog Box Launcher)

Print Preview File menu Microsoft Office Button, Print,

Standard toolbar Print Preview

Standard toolbar Cut, Copy, Paste Edit menu Home tab, Clipboard group

Standard toolbar

Move or Copy Sheet Edit menu Home tab, Cells group, Format Find, Replace, Go To Edit menu Home tab, Editing group,

Find & Select Header and Footer View menu Insert tab, Text group Cells, Rows, Columns, Insert menu Home tab, Cells group, Insert Worksheet

Standard toolbar

group CHAPTER 1 WHAT’S NEW IN EXCEL 2007?

8

Command Excel 2003 Location Excel 2007 Location

group Cells, Rows, Columns Format menu Home tab, Cells group, Format Sheets—Rename, Hide,

Unhide, Tab Color

Options

& Filter Data tab, Sort & Filter group Font, Font Size, Bold, Formatting toolbar Home tab, Font group Italic, Underline, Border,

Fill Color, Font Color Align Left, Align Center, Formatting toolbar Home tab, Alignment group Align Right, Merge and

Center, Increase Indent, Decrease Indent Currency, Percent Style, Formatting toolbar Home tab, Number group Comma Style, Increase

Decimal, Decrease Decimal

TIP If you can’t find an Excel 2003 command on the Ribbon, you may be able

to locate it and add it to the Quick Access toolbar using the Customize gory of Excel Options in the Microsoft Office Button (see Chapter 2) If youcan’t find it there, use the Help facility to find out how to complete the taskthat you would have used the command to do

cate-Access Keys

Access keys allow you to access the Ribbon, Microsoft Office Button, and QuickAccess toolbar using the keyboard, rather like keyboard shortcuts To switch to com-mand mode to use the access keys, you need to press the Alt key on the keyboard

This will reveal small boxes containing key tips, indicating the key you need to press

in order to access a feature of the screen (see Figure 1-4) Every command on theRibbon, Microsoft Office Button, and Quick Access toolbar has an access key So, forexample, pressing Alt and then F will access the Microsoft Office Button, with furtherkey tips then being displayed for each of the commands within it To use access keys

to execute a command on any tab on the Ribbon, you must select the key for theappropriate tab first

NOTE Keyboard shortcuts, like Ctrl+C for Copy, have remained largely fected by Excel 2007

unaf-CHAPTER 1 WHAT’S NEW IN EXCEL 2007? 9

Figure 1-4 Key tips for the Insert tab To view key tips for a tab, press the Alt key and thenselect the access key for the tab.

Only one layer of key tips is displayed at a time, so you must select the access keyfor a particular tab before the key tips for the commands on that tab are revealed Asyou only see the key tips for the active tab, a particular key can relate to differentcommands, depending on the tab that is displayed For example, when you turn

on the access keys, the H key will access the Home tab Once on the Home tab, ing the H key will access the Fill Color command, but if you had selected the Inserttab, the H key would refer to the Header & Footer command If a dialog box is open,its key tips will take precedence over key tips on the Ribbon

press-When you are in command mode, you can also use the arrow keys and Tab key

to move around the Ribbon (although the access keys are probably a much more cient method) as follows:

effi-• Use the left and right arrows to move between the tabs

• Use the down arrow to activate a tab and then all the arrows to move throughthe groups and commands

• From the tabs, use the up arrow to move to the Quick Access toolbar

• From the Quick Access toolbar, use the left arrow to move along the toolbarand then to the Microsoft Office Button

• Use the down arrow to access the Microsoft Office Button and use all thearrows to move around the commands

• Use the Tab key to move through each command in each group of the active tab

in turn from left to right Once you reach the last command of the last group,the Tab key will take you through the Help button, the Microsoft Office Button,and the Quick Access toolbar Use Shift+Tab to move backward from right

to left

• Use the Enter key to select the highlighted command

Once you start to use the arrows to navigate around the screen, the key tips willdisappear You will need to press the Alt key twice to display the key tips again Toremove the key tips and return to text entry mode, press the Alt key again

If you use an old keyboard shortcut that begins with Alt, like Alt+E to open theEdit menu, a message will appear to say that you are using an Office 2003 access key

If you know the key sequence you want to use, you can continue to type it or pressEsc to cancel

CHAPTER 1 WHAT’S NEW IN EXCEL 2007?

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Enhanced ScreenTips

Another enhancement to the user interface of Excel 2007 is the augmented ties of the ToolTip feature Now, when you hover your mouse over a command on theRibbon, not only will its name be displayed but you will also be provided with addi-tional details, such as the shortcut key for the command (where available), what thecommand does, and when it would typically be used Where appropriate there may

capabili-be graphics illustrating what the command does or showing a dialog box that can capabili-beopened to access further options

This embellishing of ToolTips with feature descriptions has led to them beingrenamed as Enhanced ScreenTips, or Super ToolTips The main benefit is that you cangain a quick overview about the particular command (see Figure 1-5) and what it isgenerally used for without having to search through reference guides or use the Helpfacility If you do require further information, you can still press F1 to open theHelp facility

Figure 1-5 The Enhanced ScreenTip for View Gridlines

These new Super ToolTips, as they are known, provide more detail than their predecessors

TIP If you are not impressed and want to get rid of the Super ToolTips, youcan change the setting by clicking the Microsoft Office Button, clicking ExcelOptions, and selecting the Popular category Under “Top options for workingwith Excel,” click the down arrow beside the ScreenTip Style box and select

“Don’t show feature descriptions in ScreenTips” to display the 2003-styleToolTips, or select “Don’t show ScreenTips” to remove ToolTips altogether

CHAPTER 1 WHAT’S NEW IN EXCEL 2007? 11

Page Layout View

In Excel 2007, Microsoft has added a Page Layout view to the Normal and PageBreak Preview views that were already available This allows you to see how yourprintouts will appear as you create and edit your worksheets Using Page Layoutview, you can carry out a range of tasks—such as inserting headers and footers,changing margins, or rearranging objects—and see exactly how these alterations willimpact your printed document Page Layout view can be accessed from the Work-book Views group on the View tab or by clicking the Page Layout View icon on theStatus bar at the bottom of the screen

TIP You can now configure the Status bar to show a Zoom slider and to play various statistics about selected data like Average, Count, Sum, etc., aswell as the different views Just right-click on the Status bar and select theitems that you want to be displayed

dis-Better-Looking Documents

In addition to revamping the user interface, Microsoft has provided Office 2007 withvarious new features that allow you to produce superior documents that can have aconsistent look across your applications New document themes can be applied to allyour Microsoft Office documents while Excel styles can be used to format specificitems like charts, tables, PivotTables, shapes, diagrams, and so forth, thus maintain-ing a uniform look within your workbooks There is also a wider range of templatesavailable with Excel 2007, and you can quickly access more through Microsoft OfficeOnline

The conditional formatting feature has been greatly enhanced to include a variety

of methods of highlighting cells based on criteria Excel 2007 sees the introduction ofnew visual features like icon sets, color scales, and data bars SmartArt, another newgraphical concept making its debut with this version, can be used to create diagramsthat will convey the message behind your data in a visually appealing manner Likestyles, SmartArt is based on the document themes, ensuring that the consistentappearance of your documents is upheld

Themes and Styles

Document themes are predefined sets of fonts, colors, lines, and fill effects that can beapplied to an entire workbook and shared between different types of Office docu-ments You can even create custom themes by specifying your own settings for any orall of the theme components to add your own personal touch to your finished work

CHAPTER 1 WHAT’S NEW IN EXCEL 2007?

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Styles are based on the current theme and can be applied to Excel tables, Tables, charts, diagrams, and shapes A nice touch is the Live Preview feature, whichautomatically shows you what your object will look like as you move your mouseover each style, helping you to choose a suitable style (see Figure 1-6).

Pivot-Figure 1-6 As you move the mouse pointer over a style in the gallery in Live Preview, the selected table will temporarily take

on the features of that style, allowing you to preview the style

If you decide that none of the built-in styles are suitable, you can create yourown, although you cannot create your own chart style Excel 2007 also includes pre-defined cell styles that can be applied to individual cells or ranges, and many of theseare independent of the document theme Again, if you want to, you can create yourown custom cell styles

More Templates

Microsoft Excel 2007 is installed with a variety of built-in templates that you can use

to base your new worksheets on, covering a range of purposes from balance sheets to

a blood pressure tracker If none of these are appropriate, you can search MicrosoftOffice Online for a much wider selection of templates, which are divided into variouscategories:

CHAPTER 1 WHAT’S NEW IN EXCEL 2007? 13

Once you have selected a SmartArt layout that you want to use, it is easy to addand edit text, to resize or format the graphic, and to switch to a different layout.SmartArt graphics are built on the document themes and will adopt colors and stylesappropriate to your chosen theme; however, you can customize most of the elements

if you want to, including shape fills, line styles, and 3D effects The finished result isgraphics that look like they have just stepped out of a designer’s studio

CHAPTER 1 WHAT’S NEW IN EXCEL 2007?

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Figure 1-7 Use SmartArt graphics to add a professional touch to lists and diagrams.

Easier Analysis

Although these aesthetic enhancements are mostly welcome, you are probably dering what the “real changes” are and how Excel 2007 will make your working lifeeasier Microsoft has made a variety of improvements to existing features in Excelthat are intended to streamline the processes involved in some of the traditional ana-lytical procedures and to make more complex data-management activities not asdaunting for less experienced users

won-Conditional Formatting (available from the Styles group on the Home tab) andSorting and Filtering (located in the Editing group on the Home tab or the Sort &Filter group on the Data tab) are all fundamental features of Excel that have beenexpanded in this new version to include more functionality and to allow you to dis-play your data in a more comprehensible manner The feature formerly known asLists has been given a polish and renamed as Excel Tables, and PivotTables and chartshave benefited from some attention from the Microsoft developers as well Finally, anattempt has also been made to make formula writing easier, and Online AnalysisProcessing (OLAP) formulas and Cube functions have been introduced to the appli-cation

CHAPTER 1 WHAT’S NEW IN EXCEL 2007? 15

Rich Conditional Formatting

The Conditional Formatting feature has been taken to new levels with Excel 2007with the introduction of novel tools like Color Scales, Icon Sets, and Data Bars toallow you to visualize your data in a more interpretable manner Depending on a cell’sposition within a range of values, you can allocate it a different color, a particularicon, or a varying length of shaded data bar Each of these new tools allows you toconvey a certain degree of meaning along with your data from within the actual cell.Excel 2007 also provides you with various types of common rules to make iteasier to create your conditional formats These rules are divided into Highlight CellsRules and Top/Bottom Rules With Highlight Cells Rules, you can select from a range

of rules to highlight specific data, including rules to identify values that are greaterthan, less than, or equal to a set value, or indicate dates that occur within a givenrange Top/Bottom Rules allow you to identify the top or bottom percentage or num-ber of items or to indicate those cells that are above or below the average Figure 1-8shows the options available with these two new sets of conditional formatting rules

Figure 1-8 Highlight Cells Rules and Top/Bottom Rules Use one of thesepredefined rules to create conditional formats or select More Rules to create

a new formatting rule

Another important advancement in conditional formatting is the removal of therestriction on the number of conditional formats that can be applied to a range ofcells Instead of only being able to identify three criteria, the number of conditionalformats that can be specified is now unlimited (within the bounds of available mem-ory) To help you keep track of these potentially numerous formatting rules, Excel

2007 provides you with the Conditional Formatting Rules Manager (which you open

by clicking Manage Rules in a Conditional Formatting dropdown list) to look afterthe various chores that may be associated with rules, including creating, editing, anddeleting rules and controlling the rule precedence

CHAPTER 1 WHAT’S NEW IN EXCEL 2007?

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Although a fairly comprehensive selection of built-in rules is available, tional formats are also customizable, enabling you to define your own rules orformats This allows you to control the technicalities, like exactly how the range ispartitioned when allocating icons or colors, as well as the specific formatting features,like the color of the data bars or border and fill effects.

condi-Excel Tables

Within Excel 2007 you can easily create, format, and expand an Excel table (or ExcelList as it was known back in 2003) to organize your data in a manner more suited foranalysis Along with the name change Microsoft has improved the functionality oftables to include features like

• Headers that can be switched on and off

• Calculated columns that automatically expand to include additional rows

• An Automatic Filter button in each header cell for quick sorting and filtering

• Structured references that allow you to use column heading names and specialitem specifiers in formulas instead of cell references

• Total rows that can use custom formulas and text entries

• Table styles to add coordinated formatting that will update automatically asrows are added or removed

PivotTables and PivotCharts

PivotTables have long been a fundamental analysis tool in Excel, so the improvements

to the design of the interface and the enhanced capabilities will probably be welcome

by most Excel users (although they may not go as far as some users would haveliked) Many users who have not experimented with PivotTables to any great extentmay be more encouraged to do so now that the creation process has been streamlinedand made more approachable For example, checkboxes and new drop zones in thePivotTable Field List make adding and removing fields to and from a PivotTable

or PivotChart report easier Other features that will make summarizing data withPivotTables more efficient include

• The ability to undo actions taken on a PivotTable

• Plus and minus drilldown indicators that make it clear whether data can beexpanded or collapsed

• Simpler sorting and filtering of PivotTable data

• The ability to apply conditional formats to cells within a PivotTable

• PivotTable styles for quickly formatting a PivotTable

• PivotCharts that are easier to create (also, chart formatting is preserved whenchanges are applied to a PivotChart)

CHAPTER 1 WHAT’S NEW IN EXCEL 2007? 17

• PivotChart styles that can be applied in a similar fashion to regular charts

• The ability to easily convert a PivotTable linked to an OLAP cube to formulas

Sorting and Filtering

Sorting and filtering have been enhanced with some useful features in Excel 2007 toallow you to arrange your data quickly in a meaningful way according to your cur-rent needs You can now sort data by anything up to 64 levels, and you can also sort

by cell color, font color, or cell icon as well as cell value The actual wording of theSort command will change depending on the data being sorted: if the cells containtext, you can choose either Sort A to Z or Sort Z to A; if you are sorting dates you canselect Sort Oldest to Newest or Sort Newest to Oldest; if the data consists of numbers,the options will be Sort Smallest to Largest or Sort Largest to Smallest

AutoFilter (or Filter as it is often now referred to) has been augmented to tate more complex and dynamic filtering by providing a range of Date, Number, andText filters that will reflect your data type For example, for numerical data, availablefilters include Equals, Greater Than, Above Average, Top 10, and so forth If the col-umn selected contains text, you can select filters such as Begins With, Ends With, andContains If the data you are filtering contains dates, filters like Tomorrow, ThisWeek, Last Month, Next Quarter, This Year, and so forth can be applied, allowingdynamic filtering of dates to be carried out simply The capabilities of AutoFilter havealso been expanded; the AutoFilter list will now display up to 10,000 items, and youcan also filter by multiple items within a column Like the Sorting tool, AutoFilteraccommodates the new conditional formats that can be applied to cells and allowsdata to be filtered by value, cell color, font color, or cell icon A Reapply commandhas also been added to enable you to reapply all sort and filter conditions on a table

facili-Changes to Charts

Like tables and other objects, charts in Excel will have their formatting founded onthe document theme The new look for charts will also include special effects such assoft edges, shadows, beveling, and 3D effects, as illustrated in Figure 1-9 The inten-tion is obviously to make the charts more visually appealing, though some users mayfeel that such embellishments will detract from the message the chart is supposed toconvey Other useful features include the ability to switch between charting the data

in the rows and the data in the columns of the worksheet with one click and to savethe formatting and layout of a chart as a template that can be applied to future charts

A major change being implemented with Office 2007 is that the chart engine forExcel will also now be used for Word 2007 and PowerPoint 2007, therefore eliminat-ing the need to use Microsoft Graph As an Excel worksheet is now used as the chartdatasheet for Word and PowerPoint, these applications can take advantage of theincreased functionality provided by Excel—including the use of formulas, filtering,sorting, and the ability to link the chart to external data sources like SQL ServerAnalysis Services The Excel data worksheet can be embedded in the Word document

or PowerPoint presentation, or it can remain in a separate file to minimize file size

CHAPTER 1 WHAT’S NEW IN EXCEL 2007?

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Figure 1-9 Excel 2007 lets you choose from a wide range of chart styles and apply features like glow and bevel effects to charts.

Simplified Formula Writing

Excel 2007 has attempted to expedite the task of formula writing, particularly if youneed to write long and complex formulas First, the formula bar can now be resized

to accommodate long formulas without overlapping onto the worksheet and coveringthe headings or data You can now include over 8,000 characters and up to 64 levels

of nesting in a formula, compared to just 1,000 characters and 7 levels in Excel 2003.The number of arguments that a function can hold has also been increased from 30

to 255

The Formulas tab on the Ribbon provides quick reference to the commands youmay require when creating and auditing formulas It also includes an easy-to-useFunction Library, which displays the main function categories and lets you quicklyselect your required function The familiar AutoSum button is also there and operates

in a similar way as before, facilitating immediate access to a dropdown list and ing you to select from the popular Sum, Average, Count Numbers, Max, and Minfunctions If you prefer to enter a function by launching the traditional Insert Func-tion dialog box, then you can click the Insert Function button Finally, theCalculation Options button in the Calculation group allows you to control when for-mulas are calculated

allow-Formula AutoComplete is a new feature that will help you to remember the exactname of a function and enter the formula syntax correctly As you begin to type in aformula, Excel will display a list of functions (and named ranges and table referenceswhere appropriate) that match what you type; once you detect the formula (or name

or reference) that you want to use, you can select it using the Tab key or the mouse

CHAPTER 1 WHAT’S NEW IN EXCEL 2007? 19